Recruitment Privacy Notice
1.0 Introduction
2.0 Definitions
3.0 Scope
4.0 How we collect your personal data
5.0 Sensoteq's processing of personal data
6.0 What personal data do we collect
7.0 Special category data
8.0 Your rights
9.0 Transferring personal data
10.0 Our processors
11.0 Security measures
12.0 Automated decision-making
13.0 Data Retention
14.0 Lodging a Complaint
15.0 Changes to this policy
16.0 Contacting Us
17.0 Change History.
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1.0. Introduction
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1.1 Sensoteq Ltd is a UK-registered company with its headquarters in Belfast.
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1.2 The company provides its services through its website, https://www.sensoteq.com
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1.3 This Recruitment Privacy Notice explains how we collect, use, store, and protect personal data relating to job applicants, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
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2.0 Definitions
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2.1 Applicable Law | regulations relevant to the processing of personal data.
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2.2 The Commissioner | the Information Commissioner's Office, responsible for regulating data protection issues in the UK.
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2.3 The Controller | the company responsible for processing personal data.
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2.4 The Data Subject | the living, natural person whose personal data is being processed.
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2.5 Personal Data | all information that relates directly or indirectly to an identifiable natural person.
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2.6 Processing | any operation performed on personal data, including storage, modification, reading, and transfer.
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2.7 The Processor | the company processing personal data on behalf of the controller.
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2.8 The UK GDPR | the retained EU law version of the General Data Protection Regulation ((EU) 2016/679).
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3.0 Scope
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3.1 This notice applies to all individuals who apply for employment with Sensoteq, whether directly, through a recruitment agency, or via an online platform.
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4.0 How we collect your personal data
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4.1 We collect personal data about candidates from the following sources:
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4.1.1 You, directly (via applications, interviews, and correspondence)
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4.1.2 Recruitment agencies or employment platforms
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4.1.3 Referees, where references are provided
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4.1.4 Publicly available sources (such as professional networking sites).
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5.0 Sensoteq’s processing of personal data
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5.1 As a data processor, Sensoteq clearly articulates and showcases how it complies with the regulations governing the handling of personal data.
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5.2 This segment provides insight into the categories of personal data it handles and the legal basis under which it processes the data.
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5.3 We process your information for purposes based on legitimate business interests, and/or your consent.
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6.0 What personal data do we collect
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6.1 We may collect, store, and use the following categories of personal data about you:
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6.1.1 Contact details (such as name, address, email address, and telephone number)
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6.1.2 Recruitment information (such as CVs, cover letters, employment history, qualifications, skills, and references)
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6.1.3 Identification information (such as right to work documentation)
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6.1.4 Interview notes and assessment results
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6.1.5 Information provided through application forms or during interviews
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6.1.6 Online professional profiles (such as LinkedIn), where relevant to the role
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7.0 Special category data
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7.1 Sensoteq may collect special category personal data where necessary and permitted by law, such as:
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7.1.1 Equality and diversity information (e.g. gender, ethnicity, disability status)
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7.1.2 Health information where reasonable adjustments are required for the recruitment process
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8.0 Your rights
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8.1 Users have the right to access information about the processing of their data, rectify incorrect personal data, request deletion of personal data, object to personal data processing, restrict processing of personal data, receive personal data in a commonly used and machine-readable format, and withdraw consent for processing personal data.
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8.2 Users can exercise these rights by contacting Sensoteq at dpo@sensoteq.co.uk
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9.0 Transferring personal data
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9.1 Sensoteq may transfer personal data outside of the UK to third parties who process personal data on its behalf.
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9.2 It ensures that the level of protection provided is adequate and in compliance with applicable law.
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9.3 It may be required to share personal information with designated authorities to comply with obligations under applicable law or legally binding judgments.
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10.0 Our processors
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10.1 Sensoteq shares personal data with third parties in certain situations. It takes measures to ensure privacy is protected when it transfers data.
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10.2 Your personal data may be shared with:
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10.2.1 Internal staff involved in the recruitment process
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10.2.2 Recruitment agencies acting on our behalf
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10.2.3 IT and HR service providers who support our systems
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10.2.4 Professional advisers (such as legal or HR consultants)
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10.2.5 Regulatory or law enforcement authorities, where required by law
10.2.6 We only share personal data where necessary and ensure appropriate contractual and security measures are in place.
11.0 Security measures
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11.1 Sensoteq implements technical and organisational measures to protect personal data from loss, misuse, and unauthorised access.
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11.2 Organisational measures include internal governance documents, effective login and password management, and physical security measures.
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11.3 Technical measures include encryption, access control mechanisms, access logs, secure networks, and firewalls.
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11.4 The company regularly conducts data backups and security protocols and inspections to maintain effective security.
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12.0 Automated decision-making
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12.1 Sensoteq does not use automated decision-making or profiling that produces legal or similarly significant effects on applicants.
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13.0 Data Retention
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13.1 If your application is unsuccessful, we will retain your personal data for up to 12 months after the end of the recruitment process.
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13.2 If you are successful, your recruitment data will form part of your personnel file and be retained in accordance with our employee privacy notice.
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14.0 Lodging a Complaint
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14.1 Sensoteq Ltd only processes your personal information in compliance with this recruitment privacy notice and in accordance with the relevant data protection laws.
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14.2 If, however, you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the supervisory authority. Sensoteq Ltd Data Protection Officer (DPO) at dpo@sensoteq.co.uk
Or by contacting:
The Information Commissioner’s Office (ICO) can be contacted at: -
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113 (local rate) or 01625 545 745 (national rate)
Fax: 01625 524 510
Email: enquiries@ico.org.uk
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15.0 Changes to this policy
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15.1 Sensoteq reserves the right to revise and update its Privacy Policy. It will make every effort to inform users of significant changes to the policy.
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16.0 Contacting Us
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16.1 For queries regarding personal information, users can contact Sensoteq at contact@sensoteq.com
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16.2 The company is located at Batik Building, 7 Cromac Avenue, Belfast, BT7 2JA, United Kingdom.
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QMS-02964 Recruitment Privacy Notice R01
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